South African Board for Sheriffs

October 2016

Job Description

Name:

Job Title: Bookkeeper

Supervisor:Finance Officer

Substitute/s:Finance Officer

Assistant Bookkeeper

Supervisee/sAssistant Bookkeeper

Purpose of the Position

(The main reason for the position, in what context and what is the overall end result)

The main purpose of the Bookkeeper post is to provide core administrative support to the finance function of SABFS. The post reports directly to the Finance Officer and is part of a finance team that includes an Assistant Bookkeeper, and at a strategic & management level, the General Manager: Corporate & Financial Services.

Scope

(The way that the position contributes to and impacts on the organization)

The post contributes towards the delivery of all core bookkeeping functions – the recording of all financial transactions: sales, purchases, income, receipts and payments, including payroll.

Responsibilities

(Major responsibilities and target accomplishments expected of the position)

The main responsibilities of the post are:

  • Record, store & retrieve financial transactions
  • Maintain daybooks, journals & ledgers
  • Prepare accounts to trial balance
  • Input & maintain payroll data

Task Group / Weighting %
Task Group 1 – Accounts / 75
Task Group 2 – Payroll & Tax / 25

Task Group 1 – Accounts

Process / Tasks
Responsible for Debtors and Creditors /
  1. Monitor and validate all invoices
  2. Prepare/complete payment requisition form
  3. Prepare a creditor and debtor report and submit to Unit Head on a monthly basis
  4. Hand over completed documentation for approval and authorisation
  5. Ensure that claims are paid timeously and correctly
  6. Ensuring that invoices that are paid reflect the Board’s VAT Registration number

Banking /
  1. Sign for cheques received
  2. Write out cheques in the deposit book
  3. Hand over deposit book to the Finance Officer for approval
  4. Hand over deposit book to General Assistant for banking
  5. Responsible for locking away cash/cheques in a safe place

Petty Cash /
  1. Receiving petty cash vouchers
  2. Reconciling petty cash vouchers

Cash Book Reconciliation /
  1. Capturing payments and deposits into Pastel
  2. Reconciling and updating cash books
  3. Printing reconciliation and attaching to bank statement on a monthly basis
  4. Assist with income and expenditure capturing
  5. Review and analysis of bank reconciliation

Audit /
  1. Prepare accounts to trial balance
  2. Assist unit head in ensuring that all financial information is ready before audit

Administration /
  1. Faxing correspondence to suppliers
  2. Filing payments, documents and all correspondence from suppliers as well as all financial records
  3. Downloading information contained in the Telephone Management System
  4. Compile expense reports for SAS SETA
  5. Collate, check & obtain authorisation for travel forms
  6. Submit reports to Finance Officer as required

  1. Establish and maintain cash controls and
reconcile the general ledger, including preparations of journal summaries
  1. Monitor petty cash reserves and prepare and
reconcile bank statements
  1. Issue and record purchase orders and maintain the purchase order system
  2. Ensure transactions are properly recorded and entered into the computerised accounting
system;
  1. Maintain the computerised accounting system and financial files and records;
  2. Maintain the accounts payable and accounts
receivable systems in order to ensure complete and accurate records of all funds

Task Group 2 – Payroll & Tax

Process / Tasks
Payroll /
  1. Input relevant information on VIP Payroll
  2. Ensure accurate payment of benefits and
allowances
  1. Establish staff member files in the
computerised payroll system
  1. Enter payroll information into the computerised payroll system
  2. Process salary payments and other appropriate
staff entitlements
  1. Prepare, review and file payroll summaries, journals and reports

Tax Returns /
  1. Update vendor information on database
  2. Compile monthly returns – PAYE, UIF, SDL

Knowledge, Skills and Abilities

(The knowledge, skills and attitudes required for satisfactory job performance)

Knowledge

The incumbent must have proficient knowledge in the following areas:

Grade 12 + Diploma in Bookkeeping

5 years bookkeeping experience

Qualification and or experience in Payroll administration will be an advantage

Experience of Pastel, VIP, Excel (or equivalents)

Skills

The incumbent must demonstrate the following skills:

  • Accounting and bookkeeping skills
  • Analytical and problem solving skills
  • Decision making skills
  • Effective verbal and listening communications skills
  • Effective written communications skills
  • Ability to communicate effectively
  • Computer skills including the ability to operate computerised accounting, spreadsheet and word-processing programs at a highly proficient level
  • Stress management skills
  • Time management skills

Personal Attributes/Abilities

Communications – Strong communication skills

  • Apply programme priorities according to documented standards and expectations
  • Constantly evaluate the quality of own communication

Constituent Relationships - Manage relationships with stakeholders

  • Identify potential constituents with whom to build relationships within the context of the SABFS
  • Implement documented policies governing relations with stakeholders
  • Maintain effective constituent relationships.

Personal Leadership: - Communicate and model SABFS mission and priorities to stakeholders

  • Instil pride in meeting work standards among colleagues.
  • Accept personal responsibility for own work performed.
  • Enable and empower self to take initiative and be creative
  • Assist with the implementation of SABFS vision and program goals

Problem Solving - Identify problems that undermine the effectiveness of a programme/process

  • Identify workable solutions for program-wide problems, systems and processes.
  • Support colleagues and leaderships involvement with, and accountability for, problem solving as a means to increase organisational capacity

Program Planning and Management: - Support the development, implementation and evaluation of program activities

  • Support established budgets and implement agreed steps and time frames
  • Build consensus with colleagues and management
  • Support established standards and agreed expectations for performing work activities and ensure the quality of own work produced
  • Successfully manage own work projects.
  • Invite critical analysis and perspectives from colleagues and act on their recommendations to improve program/process effectiveness.

Resource Building and Stewardship:

  • Encourage relationship building with stakeholders and colleagues to assure continued support for SABFS
  • Build support for SABFS initiatives amongst stakeholders and colleagues
  • Support SABFS mission, programs and services.

Results Orientation

  • Working diligently through each aspect of a task or project;
  • Driving a task or project through to completion within agreed timeframes.
  • Identifies priorities of own tasks and/or activities and effectively allocates own time to complete tasks.
  • Identifies priority of team activities and/or projects, establishes, and articulates short to medium term goals for own act ivies
  • Determines project/assignment requirements by establishing workable frameworks.

Teamwork:

  • Contribute own expertise to the work performed by the team.
  • Support the effective interactions among peers and colleagues
  • Support effective team functioning by dealing with issues of conflict.
  • Identify needs and providing opportunities for improvement or enhancing own skills.
  • Produce required reports detailing results achieved.
  • Provide critical insight and feedback to team, to enhance the performance and results of the team

Other Skills:

  • Strong time management and priority-setting skills
  • Ability to work under pressure.

Terms of Contract: Permanent

Print Name:…………………………………………………………..

Signature:……………………………………………………………...

Date:………………………………………………………………..

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